TIPS FOR PLANNING AND RUNNING A MEETING

Preplanning

1. Plan the meeting carefully.
   • What?
     • do you want to accomplish at this meeting or series of meetings?
2. Why?
   • roles and responsibilities will individuals have?
   • materials need to be prepared (e.g., agenda, minutes of prior meetings, reports)
   • decision-making process will be used?
3. Who?
   • should be there?
   • should be represented?
   • will facilitate the meeting?
   • will have power and authority to make decisions?
   • will present?
   • will take notes?
   • will prepare materials?
   • will notify participants?
   • will reserve meeting space?
4. When?
   • will the meeting be held?
   • will the agenda go out?
   • will participants be notified?
5. Where?
   • will the meeting be held?
6. How?
   • will records be kept?
   • will decisions be made?
7. Notify participants of the meeting.
8. Prepare and send out an agenda in advance (if appropriate).
9. Arrive early to set up the meeting room.

Running the meeting: The beginning

1. Start on time.
2. Have participants introduce themselves, consider including a warm up activity.
3. Pass out materials.
4. Review, revise and order the agenda.
5. Discuss time limits and set if appropriate.
6. Review activities of previous meeting(s).

Running the meeting: The middle

1. Focus discussion on agenda item(s).
2. Move the group towards action/decisions.
3. Allow participants to be heard.
4. Respond to stresses as they occur.
5. Monitor the time and take a break, if needed.

Running the meeting: The end

1. Establish future actions (who, what, when).
2. Review groups decisions and actions. Prepare a "to do" list.
3. Set the date and place for the next meeting.
4. End on time, bringing closure to activity.
5. Clean up the room.

1. Prepare minutes if appropriate.
2. Follow up on "to do" list.
3. Begin to plan for the next meeting.

From Tuchman, L.J. (1996). Team dynamics and communication. In P. Rosin, A.D. Whitehead, L.J. Tuchman, G.S. Jesien, A.L. Begun, & L. Irwin, Partnerships in family-centered care: A guide to collaborative early intervention, Baltimore, MD: Brookes Publishing Co,; reprinted by permission.